HomeMy WebLinkAboutFCS Agenda - 2022-04-041
KiTc�ivER
Finance and Corporate Services
Committee
Agenda
Monday, April 4, 2022, 10:00 a.m. -12:00 p.m.
Electronic Meeting
Beginning March 1, 2022, the City of Kitchener has aligned with provincial changes to COVID-19
restrictions and City Hall is now open for in person services, but appointments are still being
encouraged. The City remains committed to safety of our patrons and staff and continue to facilitate
electronic meeting participation for members of the public. Those people interested in participating in
this meeting can register to participate electronically by completing the online delegation registration
form at www.kitchener.ca/delegation or via email at delegation @kitchener.ca. For those who are
interested in accessing the meeting live -stream video it is available at www.kitchener.ca/watchnow.
Please refer to the delegations section on the agenda below for registration deadlines. Written
comments will be circulated prior to the meeting and will form part of the public record.
*Accessible formats and communication supports are available upon request. If you require
assistance to take part in a city meeting or event, please call 519-741-2345 or TTY 1-866-969-9994.*
Chair: Councillor K. Galloway-Sealock
Vice -Chair: Councillor S. Davey
Pages
1. Commencement
2. Consent Items
The following matters are considered not to require debate and should be
approved by one motion in accordance with the recommendation contained in
each staff report. A majority vote is required to discuss any report listed as
under this section.
2.1. Region of Waterloo Planning and Works Project TeamAppointments, 3
COR -2022-137
3. Delegations
Pursuant to Council's Procedural By-law, delegations are permitted to address
the Committee for a maximum of five (5) minutes. Delegates must register by
5:00 p.m. on April 1, 2022, in order to participate electronically.
3.1. None at this time.
4. Discussion Items
4.1. Downtown Financial Incentive Program Update: 10M 19
Facade Grant Program, DSD -2022-112
(Staff will provide a 5 -minute presentation on this matter.)
4.2. Love My Business Support Programs, DSD- 15 m 36
2022-150
4.3. Affordable Housing Development Charge (DC) 45 m 45
Waiver Policy, FIN -2022-158
(Staff will provide a 5 -minute presentation on this matter.)
4.4. In -Person and Hybrid Council and Committee 45 m 53
Meetings, COR -2022-154
(Staff will provide a 5 -minute presentation on this matter.)
5. Information Items
5.1. None.
6. Adjournment
Daniela Mange
Committee Administrator
Page 2 of 65
Staff Report
I
ILrrr � u.�t:I:
Corporate Services Department www.kitchener.ca
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: April 4, 2022
SUBMITTED BY: Amanda Fusco, Director of Legislated Services/City Clerk, 519-741-
2200 ext. 7809
PREPARED BY: Amanda Fusco, Director of Legislated Services/City Clerk, 519-741-
2200 ext. 7809
WARD(S) INVOLVED: Ward(s)
DATE OF REPORT: March 7, 2022
REPORT NO.: COR -2022-137
SUBJECT: Region of Waterloo Planning & Works Project Team Appointments
RECOMMENDATION:
That Councillor J. Gazzola be appointed to the Schneider Creek Multi -Use Path —
Manitou Drive to Block Line Road Study Team; and further,
That Councillor S. Davey be appointed to Separated Cycling Facilities Study (Erb
Street, Bridgeport Road) including the Conversion of the Pilot Network.
REPORT HIGHLIGHTS:
• The purpose of this report is to respond to a request from the Region of Waterloo dated
February 15, 2022, regarding TES-2-01/PDL-22-01, 2022 Request for Council
Members for Project Teams.
• The key finding of this report is to appoint the ward councillors in the respective areas
to the regional project teams.
• There are no financial implications.
• The report supports the delivery of core services.
BACKGROUND:
Following the Region of Waterloo Council meeting held on February 23, 2022, members of
Kitchener Council were invited to participate on study teams associated with various projects
lead by the Region relating to the City of Kitchener.
REPORT:
The Region has requested one local councillor be appointed to each of the following
Planning and Works Project Teams:
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 3 of 65
Staff Report
Corporate Services Department
www.kitchener.ca
Ward Impacted Region of Waterloo Planning and Works Project Teams
4 Schneider Creek Multi -Use Path — Manitou Drive to Block Line Road
1 Separated Cycling Facilities Study (Erb Street, Bridgeport Road)
including the Conversion of the Pilot Network
Past practice at the City of Kitchener has been to provide councillors an opportunity to
participate on Regional projects where there is an impact to their specific ward.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
There are no financial implications with respect to the recommendations.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of
the council / committee meeting.
COLLABORATE — City participation on regional projects supports and promotes a
collaborative relationship in the decision-making process.
PREVIOUS REPORTS/AUTHORITIES:
A similar appointment process to Regional study and project teams occurred in 2021.
• COR -21-008 Region of Waterloo Planning and Works Project Team
Appointments
APPROVED BY: Victoria Raab, General Manager, Corporate Services Department
ATTACHMENTS:
Attachment A — Region of Waterloo Invitation to Participate Dated February 15, 2022
Page 4 of 65
Attachment A to report COR -2022-137
REGIONAL MUNICIPALITY OF WATERLOO
OFFICE OF THE REGIONAL CLERK 150 Frederick Street, 2nd Floor
Kitchener ON N2G 4J3 Canada
Telephone: 519-575-4400
TTY: 519-575-4608
Fax: 519-575-4481
��gCF,PRpSIP ER�www.regionofwaterloo.ca
February 15, 2022
Clerk's Office
Kitchener City Hall
Sent via email Amanda. Fusco(a-)kitchener.ca
Dear Clerk's office:
Re: TES-22-01/PDL-22-01, 2022 Request for Council Members for Project Teams
Please be advised that the Council of the Regional Municipality of Waterloo at their
regular meeting held on February 23, 2022, approved the following motion:
That the Regional Municipality of Waterloo appoint Regional Councillors to
the projects and study teams as requested in Report TES-22-01/PDL-22-01,
dated February 8, 2022;
And that the Regional Municipality of Waterloo forward the requests for area
Councillor representatives on project and study teams to the Area
Municipalities.
Committee at their meeting held February 8, 20222 appointed Regional Councillors to
various Planning and Works project and study teams. The involvement of elected officials
has always made a significant and positive impact on the successful completion of these
projects and the Regional Municipality of Waterloo would like to extend an invitation for
local municipalities to participate.
Listed below are the projects associated with your local municipality. Please forward at
your earliest convenience the name of the local Councillor interested in participating on
the project team(s).
3954914 Page 5 of 65
REGIONAL MUNICIPALITY OF WATERLOO
OFFICE OF THE REGIONAL CLERK 150 Frederick Street, 2nd Floor
Kitchener ON N2G 4J3 Canada
Telephone: 519-575-4400
TTY: 519-575-4608
Fax: 519-575-4481
��gCF,PRpSIP ER�www.regionofwaterloo.ca
No.
Description
Area
Municipality
Suggested Council
Representative
1.
Schneider Creek Multi -Use Path — Manitou
Kitchener
M Harris
Drive to Block Line Road
1 Local Councillor
10.
Separated Cycling Facilities Study (Erb
Kitchener,
J. Erb
Street, Bridgeport Road) including the
Waterloo
Conversion of the Pilot Network
1 Local Councillor
2022-2024
Please refer to Report TES -22-01 /PDL -22-01, dated February 8, 2022 for a complete list
of 2022 Project Teams, enclosed for your information.
Regards,
Julie Hale
Council/Committee Support Specialist
cc: Thomas Schmidt, Commissioner, Transportation and Environmental Services
Adriana Jenkins, Administrative Assistant, Transportation and Environmental
Services
Rod Regier, Commissioner, Planning, Development and Legislative Services
3954914 Page 6 of 65
Report: TES -22-01 /PDL -22-01
Region of Waterloo
Transportation and Environmental Services
Planning, Development and Legislative Services
Commissioner's Office
To: Committee of the Whole
Date: February 8, 2022
Subject: 2022 Request for Council Members for Project Teams
1. Recommendation:
That the Regional Municipality of Waterloo appoint Regional Councillors to the projects
and study teams as requested in Report TES -22-01 /PDL -22-01, dated February 8, 2022;
And that the Regional Municipality of Waterloo forward the requests for area Councillor
representatives on project and study teams to the Area Municipalities.
2. Purpose: To select Regional and Area Municipal Councillors for project teams.
3. Strategic Plan:
The involvement of Regional Councillors on Regional Project Teams is consistent with
the Strategic Focus Area Five: Responsive and Engaging Public Service, which ensures
that the Region enhances opportunities for public engagement, input and involvement in
Region of Waterloo initiatives.
4. Key Considerations:
Those projects and studies which do not already have and would most benefit from
political representative(s) are noted in the table below. These are typically projects
which may have high public interest and/or significant implications for the Region. In
addition to the projects listed below, participation by Councillors on any of the project
teams noted in Appendix A is welcomed. After appointing appropriate Regional
Councillors to these teams, it is recommended that this list be forwarded to the
appropriate Area Municipalities to provide them an opportunity to appoint their
Councillors to some of the project teams.
No.
Description
Area
Suggested Council
Municipality
Representative
1.
Schneider Creek Multi -Use Path — Manitou
Kitchener
1 Regional Councillor
Drive to Block Line Road
1 Local Councillor
Document Number: 3513255 Page 1 of 12
Page 7 of 65
February 8, 2022 Report: TES-22-01/PDL-22-01
No.
Description
Area
Suggested Council
Municipality
Representative
2.
Erb Street, Menno St. to Westmount Rd.
Waterloo
1 Regional Councillor
Design 2022 — 2024
1 Local Councillor
Construction 2025
3.
Maryhill Road, 70m east of Notre Dame
Woolwich
1 Local Councillor
Ave. to Charles St. W.
Design 2022-2023
Construction 2024
4.
Airport- Regional Road Network and
Woolwich
1 Regional Councillor
Airport Access Evaluation EA
1 Local Councillor
5.
Road Snow Storage Facility — Site
1 Regional Councillor
Selection
6.
Water Supply Master Plan
2 Regional councillors
7.
Wellesley Water and Wastewater Master
Wellesley
1 Regional Councillor
Plan
Suggest: Joe Nowak
8.
Waste Management Working Group
Region
4 Regional Councillors
Next Collection Contract/Blue Box
Kitchener
Transition to Producer Responsibility
Waterloo
Cambridge
Township
9.
Regional Transportation Master Plan
Region
2 regional councillors
2022-2024
10.
Separated Cycling Facilities Study (Erb
Kitchener,
1 Regional Councillor
Street, Bridgeport Road) including the
Waterloo
Conversion of the Pilot Network
1 Local Councillor
2022-2024
5. Background:
Major projects or studies have been directed, for many years, by multi -disciplinary project
teams which have usually included one or more Regional or Area Municipal Councillors.
3513255 Page 2 of 12
Page 8 of 65
February 8, 2022 Report: TES-22-01/PDL-22-01
The involvement of elected officials has always made a significant, positive impact on the
successful completion of these projects. These committees and project teams are
distinct from formal advisory committees of Council (e.g. Active Transportation Advisory
Committee).
A list of ongoing major projects and studies to be undertaken in 2022, including the
current political or stakeholder representatives on each group, is provided in
Appendix A. The project timelines noted are based on the 2022 Capital Programs.
6. Area Municipality Communication and Public/Stakeholder Engagement:
Area municipal communication and public/stakeholder engagement will be conducted by
each of the project teams.
7. Financial Implications
The costs for the various projects outlined in Report TES -22-01 /PDL -22-01 are included in
Capital Programs or each Division budget.
8. Conclusions / Next Steps: Nil
9. Attachments:
Appendix A — Projects with Council Representation
Appendix B — Projects not requiring Council Representation at this time
Prepared and Approved By:
Thomas Schmidt, Commissioner, Transportation and Environmental Services
Rod Regier, Commissioner, Planning, Development and Legislative Services
3513255 Page 3 of 12
Page 9 of 65
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Staff Report
r
NJ :R
Development Services Department www.kitchener.ca
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: April 4, 2022
SUBMITTED BY: Cory Bluhm, Executive Director, ext. 7065
PREPARED BY: Darren Becks, Manager of Downtown Development & Innovation,
ext. 7064
Victoria Filippelli, Downtown Development Assistant,
ext.7197
WARD(S) INVOLVED: 9 & 10
DATE OF REPORT: March 16, 2022
REPORT NO.: DSD -2022-112
SUBJECT: Downtown Financial Incentive Program Update: Fagade Grant
Program
RECOMMENDATION:
That the Fagade Grant Program be reinstated, with the City accepting applications
until December 31, 2027, in accordance with the Downtown Community Improvement
Plan;
That Council Policy FIN -GRA -535 be repealed and replaced with the revised Council
Policy FIN -GRA -535 as attached to report DSD -2022-112, to the satisfaction of the City
Solicitor and Clerk.
Further, that staff be directed to consider businesses that have made inquires and
registered interest in a fagade grant, during the period of January 1, 2021 to the date
of approval of this report by Council, as eligible for the Fagade Grant program in
accordance with report DSD -2022-112.
REPORT HIGHLIGHTS:
• The purpose of this report is to recommend Council repeal and replace the expired
Council Policy FIN -GRA -535 in order to extend the Fagade Grant Program while not
extending the Startup Landing Pad Grant.
• The financial implications will align with the current budget allocations from the Capital
Budget.
• Community engagement included the Downtown Action & Advisory Committee and the
Economic Development Advisory Committee.
• This report supports A Vibrant Economy.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 19 of 65
BACKGROUND:
The Fagade Grant Program commenced in 2009, as part of the Downtown Community
Improvement Plan (CIP). Under this program the City offers matching grants of up to
$10,000 per storefront to support exterior fagade improvements including signage. Since
the program began, the City has provided aid for over 90 storefronts within the CIP
boundary. Since the onset of the COVID-19 pandemic, the need to support small businesses
and main street upgrades is essential to advancing economic recovery in Downtown
Kitchener.
REPORT:
It is standard practice that all financial incentive programs establish sunset clauses,
requiring City Council to repeal, amend, or extend the program, typically on a 5 -year basis.
The current Fagade Improvement Grant Program expired on December 31, 2020. Staff took
2021 to conduct research including a fagade audit of downtown businesses. Staff's
assessment indicates that over 40 storefronts could benefit from substantial fagade and/or
signage enhancements. At the time of writing, 12 businesses have inquired about the
program since its expiration and have been placed on a waitlist pending Council's review.
Many of these businesses have stated the need for financial support due to the COVID-19
pandemic and see an exterior fagade renewal as a part of their post pandemic recovery.
Benefits of the Fagade Improvement Grant Program
1. Overall Aesthetic & Design Improvements
All applications are vetted by staff using the King Street Fagade Guidelines. This ensures
that every project is aesthetically pleasing, consistent with adjacent storefronts, and is
respectful of any architectural or historic features. When the overall design quality of an
area is enhanced (particularly in a downtown core), the net results include increased
community pride, an enhanced visitor experience, positive perceptions of safety, increased
interest for redevelopment/commercial investment, improved accessibility, and elevated
attractiveness for future residents and commercial tenants.
As part of this proposed program extension, staff are recommending additional language
to address exterior barrier free upgrades within the municipal right-of-way (such as ramps)
to assist with the accessibility needs of the community. Without this program, the City
would have little opportunity to encourage these upgrades and enhancements.
2. Retail Attraction & Retention
The COVID-19 pandemic has added additional stresses to the downtown community.
Staff's recent audit of vacant storefronts within the King Street corridor confirms that the
open store front rate consistently hovers around 10-12%. The facade incentive program
can be an additional enticement for a business owner considering relocating to, or opening
a new business, in Downtown Kitchener. Businesses have noted that the rising material
costs can be a financial barrier to upgrading their fagade or signage.
Page 20 of 65
3. Support Streetscape Enhancements
Aligning with Make It Kitchener 2.0 vision to support economic recovery by ensuring
commercial, main street, and downtown areas remain vibrant, the Fagade Grant Program
is an effective tool to encourage businesses to occupy vacant buildings along streetscapes
recently enhanced by the City, such as through the recent Queen Street Placemaking
improvements.
Acceptance of Applications
Since the passing of the Fagade Grant Program submission deadline, numerous
businesses have inquired about accessing this program should it return. Should Council
approve this report, City staff would consider businesses who have expressed interest
since the program went dormant, provided any improvements have not been substantially
completed to date and the proposed improvements meet all of the criteria of the program.
In assessing applications, staff will continue to prioritize those applications which
demonstrate the highest need for funding support and deliver high quality improvements.
Additional Consideration #1 — Upper Storey Renovation Program
As part of the Downtown Community Improvement Plan, the City has historically offered a
variety of programs. Until 2014, the City provided loans and grants to support the
conversion of vacant upper floor space to residential units. In 2014, this program went
dormant with applications no longer being received and funding no longer allocated to
support it. This program was initially introduced in response to a proliferation of upper
storey space that was unused and left to deteriorate by a building owner. Today, the
majority of upper storey space in the Downtown has either been upgraded or is currently
well utilized. Very little space remains vacant and/or in poor condition. Despite the
program being dormant, Council Policies associated with this program were never deleted
from Council Policy FIN -GRA -535. As staff are not recommending reopening this
program, it is prudent to remove these policies. In the future, should Council wish to
restart the program, these policies could be reintroduced at that time.
Additional Consideration #2 – Startup Landing Pad Grant Program
The submission period for the Startup Landing Pad Grant Program has also passed and
staff are no longer accepting new applications. This program has supported the
conversion of vacant upper floor space to office space intended for new, emerging and
growing companies. The submission date for this program has since passed and staff are
no longer accepting new applications. Due to the uncertainty of the post COVID-19
pandemic office environment, the shift towards hybrid and virtual work, and the current
availability of traditional office space, there is limited rationale for the City to incentivize the
creation of new office space. As such, staff are not recommending an extension to this
program. Council could choose to restart the program at a future date subject to the
identification of a funding source.
Page 21 of 65
Policy Implications
The proposed changes to Council Policy FIN -GRA -535 do not eliminate any programs
from the Downtown CIP or modify the CIP in any way. They simply remain inactive. As
such, Council can restart either of the above noted programs without requiring Provincial
approvals.
Conclusion
Small businesses are the foundation of our city - they create jobs, drive our economy and
breathe life into the streets and neighbourhoods. Small businesses have consistently
identified the need for supports as they adapt to the post -pandemic worlds. Continuing the
Facade Grant Program is one tool the City can utilize to support impacted businesses
while acting as an incentive in attracting new businesses to the Downtown.
STRATEGIC PLAN ALIGNMENT:
This report supports A Vibrant Economy. This report also supports the City's Economic
Recovery Framework associated with Make it Kitchener 2.0.
FINANCIAL IMPLICATIONS:
No new funding is required beyond what is currently allocated in the 10 -year Capital Budget
forecast. Applications are approved base on the availability of funding. In the 2022 Capital
Budget, approximately $45,000.00 has been allocated to downtown financial incentives. In
2023 there is approximately $55,000 allocated to downtown financial incentives.
The recommendation has no impact on the Operating Budget.
COMMUNITY ENGAGEMENT:
Downtown Action & Advisory Committee: The advisory committee was informed by staff
via a presentation on October 28, 2021 of the purpose of the CIP and the financial incentive
programs. The Committee was generally supportive of the proposed changes. On March
24, 2021 the Downtown Action & Advisory Committee will receive an update on the
proposed policy.
Economic Development Advisory Committee: The advisory committee was informed that
staff would be seeking Council's approval for an extension of the Facade Grant Program.
EDAC deferred comment to DAAC and requested an update once Council has determined
next steps.
PREVIOUS REPORTS/AUTHORITIES:
• CAO -18-001 Downtown Financial Incentive Update: Fagade Grant Program
• Council Policy FIN -GRA -535 Combined Fagade/ Interior Loan/ Upper Storey
Renovation Program
• City of Kitchener, Downtown Kitchener, Community Improvement Plan
Page 22 of 65
APPROVED BY: Justin Readman, General Manager
ATTACHMENTS:
Attachment A — Proposed Council Policy FIN -GRA -535
Attachment B — Current Policy FIN -GRA -535
Page 23 of 65
1
POLICY
Policy No: FIN -GRA -535
Policy Title: Downtown Facade
Approval Date: Click here to enter a
Improvement Grant
date.
Program
Reviewed Date: Click here to enter text.
Policy Type: COUNCIL
Next Review Date::,lick here to enter
tayt
Category: Finance
Reviewed Date: ;lick here to enter text.
Sub -Category: Grants, Rebates & Incentives
Last Amended: ;lick hereto enter a
Author: Manager of Downtown
date.
Development &Innovation
Replaces: FIN -GRA -535
Dept/Div: Development Services \
Repealed: Click here to enter a date.
Economic Development
Division
Replaced by: Click here to enter text.
Related Policies, Procedures and/or Guidelines:
Downtown Community Improvement Plan
Downtown Kitchener Community Improvement Area
Ontario Building and Fire Codes
City of Kitchener Zoning Bylaws
1. POLICY PURPOSE:
To promote economic development and to support businesses and property
owners with the financing of fagade improvements in the Downtown Community
Improvement Area (CIP). The policies identified below are in addition to those
prescribed in the Downtown Community Improvement Plan.
2. DEFINITIONS:
1 of
5
Page 24 of 65
Policy No:
Policy Title:
"Community Improvement Plan" or "CIP" means the City of Kitchener
Downtown Community Improvement Plan made pursuant to section 28 of the
Planning Act, adopted by Council on January 20, 1997, and approved by the
Ministry of Municipal Affairs and Housing on April 2, 1997, as last amended on
March 31, 2014.
"Community Improvement Plan Area" means the geographic area within which
financial incentives can be provided, as shown in Schedule `B' of the Downtown
Community Improvement Plan.
"Council" means the City of Kitchener Council.
"Executive Director" means the Executive Director of Economic Development,
their successors in title, or their approved delegate.
"Facade" means the face of a building, especially the principal front that looks
onto a street or open space. For the purpose of the Fagade Grant Program, it is
limited to those street fronting building faces which directly abut a public roadway
or publicly accessible space and excludes parking lots.
"Facade Improvement Program" means the Fagade Improvement Grant
Program as set out in section 9.4 of the CIP.
3. SCOPE:
2 of
5
Page 25 of 65
POLICY APPLIES TO THE FOLLOWING:
❑
All Employees
❑
All Full -Time Employees
❑
All Union
❑x
Management
❑
C.U.P.E. 68 Civic
❑
Non Union
❑
C.U.P.E. 68 Mechanics
❑
Temporary
❑
C.U.P.E. 791
❑
Student
❑
I.B.E.W.636
❑
Part -Time Employees
❑
K.P.F.F.A.
❑x Specified Positions only: Development
Services Employees, Financial Services
Employees
❑x Other: Community Business Owners and
Tenants
❑x
Council
❑x
Local Boards & Advisory Committees
2 of
5
Page 25 of 65
Policy No:
Policy Title:
4. POLICY CONTENT:
5
4.1 General
Whereas section 9.4 of the Downtown Community Improvement Plan outlines the
Facade Improvement Grant Program, as approved by the Ministry of Municipal
Affairs and Housing, the following additional policies also apply. Those policies
listed herein are not subject to Ministry approval, and may be modified from time
to time through Council resolution:
4.2 Allocation of Funding
As enabled through policy 9.4.D.2 and 9.4.D.3 of the Downtown Community
Improvement Plan:
a. Annual funding will be determined through the City's capital budget, as
identified in, but not limited to, the `Downtown Financial Incentives' line
item, with any unallocated funds transferred to the subsequent year.
b. For each year of available funding, preference for financial assistance
will be given to vacant buildings fronting King Street East and King
Street West.
4.3 Submission Requirements
As enabled thorough policy 9.4.F.1 of the Downtown Community Improvement
Plan:
A complete application shall consist of
• Application form filled out in its entirety;
• 2 written estimates from a qualified architect or contractor
• 2 copies of the conceptual elevation plan, identifying dimensions,
materials and colours of the entire street -oriented fagade;
• 2 copies of the proposed sign plans, identifying dimensions,
materials and colours;
• If applicable, tenant must provide written authorization from
registered property owner; and,
• For the subject property, upon application, an owner must provide
details of funding from any other government sources.
3 of
Page 26 of 65
5
Policy No:
Policy Title:
4.4 Review of Applications
All applications will be reviewed by all applicable staff including representation from
Economic Development and Building. Other departments may be required to
comment depending on unique circumstances as they arise, such as Planning,
Heritage Planning, Legal and Finance.
The Executive Director of Economic Development will have final approval and
refusal of all grants and will be authorized to execute each agreement upon
approval.
4.5 Interpretations
a) Pursuant to section 9.4.B, free-standing ground mounted signs, not attached
to the facade, do not qualify as eligible works;
b) Pursuant to section 9.4.B, street fronting facades do not include facades which
are separated from the street line by a surface parking lot or vacant lot.
Facades which are separated from the street line by a City park or urban plaza
would be considered street fronting facades;
c) Pursuant to section 9.4.D.4, entranceways to office or residential buildings are
only eligible if the majority of the ground floor of the building has commercial
uses (either existing, planned or currently vacant). For the purpose of this
program, office is not considered a commercial use.
d) Pursuant to section 9.4.E.1, a building with multiple storefronts may include
those buildings where the width of an individual storefront is, in the opinion of
the Executive Director of Economic Development, more than double the width
of an average storefront, or where an individual storefront currently occupies
what had historically been two or more storefronts.
e) Pursuant to section 9.4.B, where an application proposes permanent exterior
improvements to enhance barrierfree accessibility (such as ramping, etc.), said
improvements may be considered eligible even when said improvements would
occur within the municipal right-of-way.
4.6 Termination of Program
This program, unless otherwise extended by City of Kitchener Council, will expire
on December 31 st, 2027. Any application received after this date will not be
considered.
4 of
Page 27 of 65
Policy No:
Policy Title:
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 - Policy 1-535 template re -formatted to new numbering system and
given number FIN -GRA -535.
2018-05-10 - Minor changes relating to corporate reorganization April 2018.
Formal Amendments
2009-01-12 -
As per Council resolution, see report CAO -08-041
2009-04-27 -
As per Council resolution, see report CAO -09-020
2010-04-19 -
As per Council resolution, see report CAO -10-004
2014-02-10 -
As per Council resolution, see report CAO -14-009
2018-03-19 -
As per Council resolution, see report CAO -18-001.
5 of
5
Page 28 of 65
Attachment B
a
I��r�R
POLICY
Policy. No. FIN -GRA -535
Policy Title: COMBINED
Approval Date: November 7, 2005
FACADE/INTERIOR
LOAN/UPPER STOREY
Reviewed Date: July 2016
RENOVATION PROGRAM
Next Review Date: July 2021
Policy Type: COUNCIL
Reviewed Date:
Last Amended: March 19, 2018
Category: Finance
Sub -Category: Grants, Rebates & Incentives
Repealed:
Author: Manager of Downtown
Community Development
Replaced by:
Dept/Div: Development Services \
Economic Development
Division
Related Policies, Procedures and/or Guidelines:
Downtown Community Improvement Plan
Fagade Improvement Grant Program - Ministry of Municipal Affairs and Housing
Downtown Kitchener Community Improvement Project Area
Ontario Building and Fire Codes
City of Kitchener Zoning By-law 85-1
1. POLICY PURPOSE:
To promote Downtown economic sustainability through residential intensification,
developing upper storey underused space and the exterior fagade or interior of
Downtown commercial/mixed use buildings.
2. DEFINITIONS:
To be included at next review.
1 of 7
Page 29 of 65
Policy No: FIN -GRA -535
Policy Title: COMBINED FAQADE/INTERIOR LOAN - UPPER STOREY RENOVATIOI
PROGRAM
3. SCOPE:
To be included at next review.
4. POLICY CONTENT:
4.1 General
Policies shaded 1.1 The Upper Storey Renovation Program and the Fagade/Interior
in yellow Improvement Loan Program funding are combined.
are proposed
to be deleted 1.2 An applicant can apply for either or both programs, as well as other
available incentives, but the total value of all forgivable loans/rebates
under the City's Downtown Financial Incentives Program shall not exceed
the cost of rehabilitating the lands and buildings.
1.3 All applications for assistance are subject to availability of funding.
1.4 For each year of available funding, preference for financial assistance will
be given to vacant buildings fronting King Street.
1.5 All applications will be reviewed by a staff committee including
representation from Downtown Development, Finance, Legal and Building.
Other departments may be required to comment depending on unique
circumstances as they arise.
1.6 The Executive Director of Economic Development will have final approval
and refusal of all loans and will be authorized to execute each agreement
upon approval.
2of7
Page 30 of 65
POLICY APPLIES TO THE FOLLOWING:
❑ All Employees
❑
All Full -Time Employees
❑
All Union
❑
Management
❑
C.U.P.E. 68 Civic
❑
Non Union
❑
C.U.P.E. 68 Mechanics
❑
Temporary
❑
C.U.P.E. 791
❑
Student
❑
I.13.E.W.636
❑
Part -Time Employees
❑
K. P. F. F.A.
❑
Specified Positions only:
❑
Other:
❑
Council
❑
Local Boards & Advisory Committees
To be included at next review.
4. POLICY CONTENT:
4.1 General
Policies shaded 1.1 The Upper Storey Renovation Program and the Fagade/Interior
in yellow Improvement Loan Program funding are combined.
are proposed
to be deleted 1.2 An applicant can apply for either or both programs, as well as other
available incentives, but the total value of all forgivable loans/rebates
under the City's Downtown Financial Incentives Program shall not exceed
the cost of rehabilitating the lands and buildings.
1.3 All applications for assistance are subject to availability of funding.
1.4 For each year of available funding, preference for financial assistance will
be given to vacant buildings fronting King Street.
1.5 All applications will be reviewed by a staff committee including
representation from Downtown Development, Finance, Legal and Building.
Other departments may be required to comment depending on unique
circumstances as they arise.
1.6 The Executive Director of Economic Development will have final approval
and refusal of all loans and will be authorized to execute each agreement
upon approval.
2of7
Page 30 of 65
Policy No: FIN -GRA -535
Policy Title: COMBINED FAQADE/INTERIOR LOAN - UPPER STOREY RENOVATIOI
PROGRAM
1.7 Financial assistance for the Fagade/Interior Improvement Incentive
Program approved and issued prior to June 1, 2005 are not covered under
this policy.
1.8 The combined program will terminate on December 31, 2009 unless
Council approves an extension to the program.
1.9 For the subject property, an owner must provide, upon application, details
of funding from any other government sources.
1.10 In order to be considered, all applications must be fully completed and all
required supporting documentation must be provided.
4.2 Upper Storey Renovation Program
2.1 Eligibility
2.1.1 Any registered owner of a property within the "Downtown Kitchener
Community Improvement Project Area" may apply for assistance
under the Program.
2.1.2 Eligible projects have vacant or underused space which is situated
above commercial use space.
2.1.3 The proposed project's total cost must be greater than $40,000 and
create new self contained apartment style residential units with a
minimum of 650 square feet in size per unit.
2.1.4 The proposed project consists of building renovation which, upon
successful completion, results in an increase in both the property's
assessment and taxes.
2.1.5 Applicants must have credit in good standing, be current with
municipal taxes and utility accounts and not be in conflict or
involved in litigation with the City of Kitchener.
2.1.6 All proposed improvements shall be made pursuant to an issued
Building permit and constructed in accordance with the Ontario
Building and Fire Codes, all applicable Zoning requirements and
comply with all outstanding Orders issued against the property and
any other applicable requirements pursuant to the renting of the
units in Ontario.
3 of 7
Page 31 of 65
Policy No: FIN -GRA -535
Policy Title: COMBINED FAQADE/INTERIOR LOAN - UPPER STOREY RENOVATIOI
PROGRAM
2.1.7 Upgrading existing substandard residential units may be
considered where the proponent demonstrates a major upgrading
with high quality materials and design.
2.1.8 Application approval is required prior to commencement of work
proposed in the application. This work does not include demolition,
boarding or other temporary preparation work.
2.1.9 All applicants must provide documentation from their financial
institution for substantiation of total debt service capacity.
2.2 Financial Assistance
2.2.1 The City of Kitchener will provide financial assistance for the
building renovation/upgrade/conversion up to $100,000 per
municipal address based on 50% of project renovation cost. 50% of
the financial assistance will be in the form of a grant given as a
forgivable loan and 50% will be a loan.
2.2.2 Over the life of the program, the maximum financial assistance for
any one owner is $100,000.
2.2.3 Eligible costs will be cost of materials, equipment and contracted
labor based on two quotations. Labor provided by the applicant will
not be considered eligible expenses. Professional fees including
architects, designers, accountants, engineers and lawyers which
relate to the eligible improvements will be considered an eligible
expense.
2.2.4 For loans approved in 2005 and 2006, the interest rate will be 0%.
Interest rates for the remainder of the life of the program will be
Bank of Canada prime plus 0.5%, subject to staff review and
Council approval.
2.2.5 The loan will have a maximum 10 year repayment period.
2.2.6 The loan and forgivable loan portion of the funding will be advanced
in three stages: 10% on approval of the application, 80% at
substantial completion and the final 10% after the 45 day lien
period has expired, pursuant to the construction lien act.
2.2.7 Copies of actual invoices and proof of payment must be submitted
by the applicant prior to final payment.
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Page 32 of 65
Policy No: FIN -GRA -535
Policy Title: COMBINED FAQADE/INTERIOR LOAN - UPPER STOREY RENOVATIOI
PROGRAM
2.2.8 The forgivable loan will be amortized over the loan repayment
period.
2.2.9 Successful applicants will be required to enter into an Agreement
with the City of Kitchener and loans will be secured through the
registration of a lien on title to the subject property for the total
amount of the loan. To ensure repayment of the loan, the City
reserves the right to evaluate the applicant's equity and ability to
repay the loan.
2.2. 10 If the property is to be sold prior to the repayment of the loan or
prior to the forgivable loan being written off, the outstanding loan
balance and/or the outstanding forgivable loan on the books will
become due and payable in full upon closing.
2.2.11 The outstanding loan balance can be paid off in full at any time
during the term of the loan. The outstanding forgivable loan will
continue to remain on the books and be amortized during the
remaining term of the loan.
4.3 Fagade Improvement Grant Program
Section 4.3 is Whereas section 9.4 of the Downtown Community Improvement Plan outlines the
proposed to be Fagade Improvement Grant Program, as approved by the Ministry of Municipal
ammended as
shown in Affairs and Housing, the following additional policies also apply. Those policies
Attachment A listed herein are not subject to Ministry approval, and may be modified from time
to time through Council resolution:
4.3.1 Allocation of Funding
As enabled through policy 9.4.D.2 and 9.4.D.3 of the Downtown
Community Improvement Plan:
a. Annual funding will be determined through the City's capital budget, as
identified in, but not limited to, the `Downtown Financial Incentives' line
item, with any unallocated funds transferred to the subsequent year.
b. A minimum of 70% of available annual funding will be allocated to
properties that front onto King Street.
c. A maximum of 30% of available annual funding will be allocated to
properties that do not front onto King Street.
4.3.2 Termination of Program
5 of 7
Page 33 of 65
Policy No: FIN -GRA -535
Policy Title: COMBINED FAQADE/INTERIOR LOAN - UPPER STOREY RENOVATIOI
PROGRAM
As enabled through policy 9.4.E.9 of the Downtown Community
Improvement Plan:
a) This program, unless otherwise extended by City of Kitchener Council,
will expire December 31St, 2017 to December 31, 2020.
4.3.3 Submission Requirements
As enabled thorough policy 9.4.F.1 of the Downtown Community
Improvement Plan:
A complete application shall consist of:
• Application form filled out in its entirety;
• 2 written estimates from a qualified architect or contractor
• 2 copies of the conceptual elevation plan, identifying dimensions,
materials and colours of the entire street -oriented fagade;
• 2 copies of the proposed sign plans, identifying dimensions,
materials and colours; and,
• If applicable, tenant must provide written authorization from
registered property owner.
4.3.4 Downtown Financial Incentives Review Team
The Downtown Financial Incentives Review team shall be comprised of
the following:
• at least 1 staff member of the City's Economic Development
Division
• at least 1 staff member of the City's Planning Division
• at least 1 staff member of the City's Building Division
• at least 1 staff member of the City's Financial Services Department
• Legal, Heritage Planning, and Urban Design staff as necessary.
4.3.5 Interpretations
a) Under section 9.4.13, free-standing ground mounted signs, not
attached to the fagade, do not qualify as eligible works;
b) Under section 9.4.13, street fronting facades do not include facades
which are separated from the street line by a surface parking lot or
vacant lot. Facades which are separated from the street line by a
City park or urban plaza would be considered street fronting
facades.
6 of 7
Page 34 of 65
Policy No: FIN -GRA -535
Policy Title: COMBINED FAQADE/INTERIOR LOAN - UPPER STOREY RENOVATIOI
PROGRAM
C) Under section 9.4.D.4, entranceways to office or residential
buildings are only eligible if the majority of the ground floor of the
building has commercial uses (either existing, planned or currently
vacant). For the purpose of this program, office is not considered a
commercial use.
d) Program Assistance and Requirements, a building with multiple
storefronts may include those buildings where the width of an
individual storefront is, in the opinion of the Downtown Financial
Incentives Review Team, more than double the width of an average
storefront, or where an individual storefront currently occupies what
had historically been two or more storefronts.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 - Policy 1-535 template re -formatted to new numbering system
and given number FIN -GRA -535.
2018-05-10 - Minor changes relating to corporate reorganization April 2018.
Formal Amendments
2009-01-12 - As per Council resolution, see report CAO -08-041
2009-04-27 - As per Council resolution, see report CAO -09-020
2010-04-19 - As per Council resolution, see report CAO -10-004
2014-02-10 - As per Council resolution, see report CAO -14-009
2018-03-19 - As per Council resolution, see report CAO -18-001.
7 of 7
Page 35 of 65
Staff Report
r
NJ :R
Development Services Department www.kitchener.ca
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: April 4, 2022
SUBMITTED BY: Cory Bluhm, Executive Director, Economic Development, 519-741-
2200 ext. 7065
PREPARED BY: Jordan Dolson, Marketing & Program Coordinator, Love My
Business, 519-577-0680
WARD(S) INVOLVED: All
DATE OF REPORT: March 17, 2022
REPORT NO.: DSD -2022-150
SUBJECT: Love My Business Support Programs
RECOMMENDATION:
That the proposed programs for the Love My Business initiative, as outlined in report
DSD -2022-150, be endorsed.
And further, that City staff be directed to implement additional direct assistance
programs where deemed permissible by the Ontario Municipal Act, as generally
outlined in report DSD -2022-150
REPORT HIGHLIGHTS:
• The purpose of this report is to seek Council support to administer $100,000 in Love My
Business marketing support programs from the Economic Development Investment
Fund 2.0.
• The key finding of this report is that the Love My Business program will have an intake
period of May 1, 2022, to October 31, 2022, and will aim to assist businesses who were
impacted by COVID capacity restrictions in areas of suburban Kitchener.
• The financial implications are that the City will spend $100,000 as previously approved
by Council as part of the Make it Kitchener 2.0 Economic Recovery Framework on April
19, 2021.
• Community engagement included consultation with businesses in January and
February of 2022.
• This report supports A Vibrant Economy.
BACKGROUND:
In 2021, City Council approved an Economic Recovery Framework and allocated up to $5
million to support a series of business recovery efforts. Unleashing community spirit and
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 36 of 65
spending power is a key goal within the framework. Subsequently, City Council approved
the creation of a Love My Business program to support suburban business areas.
In late 2021, the City was successful in securing funding to offer the My Main Street
Ambassador program to support urban main street businesses. The Love My Business
program has been designed to support those commercial businesses who are outside of the
main street business areas.
The implementation of the Love My Business program supports local businesses seeking
to re-engage with their customers and attract new ones. Where appropriate, it also leverages
the City's broad audience reach.
REPORT:
The Love My Business program aims to inspire residents to spend their money in their
communities, in this case, suburban areas of Kitchener. Instead of a broad based "buy -
local" campaign, this program will support grassroot connections between local
businesses and their surrounding neighbourhood residents, while facilitating collaboration
among businesses.
During the months of January and February 2022, the Love My Business Marketing &
Program Coordinator consulted with 20 businesses from across affected industry groups
(retail, restaurant, entertainment, fitness, and beauty). Staff focused on businesses that
primarily rely on in-person services and have been heavily affected by Covid-19
restrictions over the past 2 years. In general, the feedback staff received included:
• Interest in collaborating with other businesses;
• Interest in social media training and content strategies;
• Interest in giving back to their communities through sponsorship opportunities and
fundraising efforts;
• Interest in growing their exposure across the Waterloo Region area; and,
• Interest in events and community collaborations.
After consultation, the following support programs are being recommended to Council:
1. Community Event Funding
Businesses that partner with another Kitchener business to host a community event will be
eligible to have up to $1,000 worth of event expenses covered. Examples of the types of
events and experiences staff would anticipate include:
• Pop up artisan or food markets;
• Family activities and/or performers;
• Live music or entertainment for celebrations such as a business anniversary or
holiday event; and,
• Workshop or educational event.
Community events are opportunities to heighten connections in neighbourhoods, while
also increasing foot traffic and exposure of participating businesses. Where possible, the
City will utilize existing special event equipment to support these events. Likewise, where
Page 37 of 65
appropriate, staff will look for opportunities for such events to integrate with Love My Hood
events and programs. The intake period will be May 1, 2022, to October 31, 2022.
2. Marketing Collaboration Funding
Sharing business stories that build emotional connections with the wider community will
inspire residents to support businesses in their neighbourhoods. Businesses will have the
opportunity to collaborate on marketing opportunities that suit their specific
interests. Examples of collaborative marketing methods staff would anticipate include:
• Developing a direct mail campaign to feature multiple businesses
• Hiring a social media influencer or content creator to develop a series of stories of
multiple businesses within an area
• Developing advertorials or sponsored news content for online or in -
print publications that include stories on multiple businesses
This funding dedicates up to $500 per business toward a marketing collaboration. In order
to receive funding for a marketing collaboration, at least three businesses will need to work
together.
Program details for programs #1 and #2 as listed above, as well as eligibility requirements,
are outlined in Appendix A.
3. Digital Content Support
Businesses can book a one-on-one consultation with the Love My Business Marketing and
Program Coordinator to assist with digital content creation. This may include batch
producing photos and video content for social media, creating Instagram Reels, getting
started with TikTok, and automating scheduled content. This form of programing is not
dissimilar from those commonly offered by the Small Business Centre but would be
specifically targeted to bricks and mortar businesses.
Future Program Considerations
Should interest in the above noted three programs not exhaust all of the funding, staff will
consider additional programs. This could include, for example, direct grants to businesses
to support recovery where deemed permissible by the Ontario Municipal Act and within
staff's delegated authority to administer. Should future programs require legislative
approvals, such as a new Community Improvement Plan, staff will return to Council for
future consideration.
Integration with Love My Hood
As the Love My Business Marketing and Program Coordinator continues to engage local
businesses, they will also look for opportunities to encourage businesses to engage with
applicable programs of Love My Hood. This could include, for example, opportunities to
apply for additional funding through the LoveMyHood Matching Grant to support
neighbourhood -based placemaking and community events.
Page 38 of 65
STRATEGIC PLAN ALIGNMENT:
This report supports A Vibrant Economy.
FINANCIAL IMPLICATIONS:
Capital Budget — Funding for the Love My Business Program was previously allocated from
the City's Economic Development Investment Fund 2.0, as part of the City's $5 million
commitment to support economic recovery. It is anticipated that up to $100,000 in supports
would be distributed between the three programs identified in this report.
Operating Budget — The recommendation has no impact on the Operating Budget.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of
the council / committee meeting.
CONSULT — In early 2022, 20 businesses were consulted with including restaurants, cafes,
retail businesses, gyms, hair salons, a brewery, a barber shop, and a nail salon. It is
intended that the Love My Business Marketing and Program Coordinator will continue to
engage with businesses directly to let them know about program opportunities. This
engagement will happen in-person and electronically.
COLLABORATE — As the economy opens up and the weather gets nicer, staff also plan to
host in-person networking events with the Love My Business community to facilitate
collaboration and peer to peer learning.
PREVIOUS REPORTS/AUTHORITIES:
• DSD -2021-43 Kitchener's Economic Recovery Framework
APPROVED BY: Justin Readman, General Manager of Development Services
Appendix A: Love My Business — Program Overview
Page 39 of 65
Appendix A
City of KITCHENER
Love My Business
PROGRAM OVERVIEW
1. Introduction
The City of Kitchener has launched the Love My Business program to support suburban
businesses re-engage their customers (and attract new ones) by supporting collaborative
marketing initiatives and providing access to business support services. This program was
developed to assist businesses that were deeply affected by COVID-19 restrictions. With the
ultimate source of economic recovery lying in the spending potential of our residents, the Love My
Business program focuses on building community and engaging customers through marketing
collaborations.
2. Love My Business Area
The Love My Business program intends to serve businesses in suburban areas of Kitchener and is
available to any business located outside of the My Main Street Program areas, as described on
the map in Schedule "A".
3. Intent and Objectives
The intent of the program is to offer marketing support to suburban businesses (similar to the
collaborative support that the Business Improvement Areas (BIAs) offer to our city's urban areas).
The objectives are as follows:
i. Create community among suburban business owners
ii. Facilitate collaboration between businesses
iii. Increase connections with customers
4. Make it Kitchener Recovery Framework
The Love My Business program was approved as part of the Make it Kitchener Recovery
Framework by Council on April 19, 2021. The Love My Business program supports the goal of
unleashing community spirit and spending power. The support this program provides aims to
engage new customers and re-engage previous ones through creative and collaborative marketing
strategies.
More information on the Make it Kitchener Recovery Framework can be found at:
https://www. makeitkitchener.ca/mik-2-recovery-framework-fi nal -draft -high-res-. Pdf
5. Funding Support Programs:
The funding programs that exist within the Love My Business program include:
1. Community Events Funding
2. Marketing Collaborations
These funding programs run alongside a digital content support program that will assist businesses
with social media and short form video content.
Page 40 of 65
All initiatives and applications for assistance for any funding program are subject to funding being
available. In all situations, the total level of the funding provided shall not exceed the value of the
work done.
5.1. Community Events Funding
Background
Community events are opportunities to heighten connections in neighbourhoods, while also
increasing foot traffic and exposure of participating businesses. The intake period for this funding
is May 1, 2022, to October 31, 2022.
I ntent
The intent of this program is to increase community and customer connections with businesses
while also facilitating collaboration and cross promotion between Kitchener businesses.
Eligibility Requirements
Applicants must meet the following application criteria:
• The business is located within suburban Kitchener, as identified in Schedule A.
• The business was required to close or reduce capacity during 2021 or 2022 COVID-19
Provincial restrictions.
• The business provides in-person services at a bricks and mortar location.
• The business has a City of Kitchener business license, if required to have one.
• The community event must include a collaboration with at least one other Kitchener
business, performer, educator, artist, or speaker.
• The community event must be made available to the public and must be free.
• The City of Kitchener reserves the right to deny or refuse any application.
Financial Assistance
A business can apply for up to $1000 in in-kind support toward hosting a community event. This
could include, but not limited to, the cost of hiring a performer, setting up tents and tables, etc.
All applications shall be submitted electronically or in writing, addressed to the Love My Business
Marketing and Program Coordinator.
All applications for assistance under this program will be considered subject to the availability of
funding in the Love My Business program.
Businesses will be notified of the outcome of their application as soon as possible, but typically
within 2 to 3 weeks of application submission.
Businesses may only apply for one community event funding opportunity. This funding is a one-
time opportunity and is not intended to provide financial support on a recurring basis.
5.2. Marketing Collaborations
The funding dedicated to marketing collaborations gives eligible businesses an opportunity to
target new customers and grow their community connection in collaboration with other
businesses.
Page 41 of 65
Background
Marketing is a key method for businesses to attract new customers and begin to build new
community connections. The intake period for this funding is May 1, 2022, to October 31, 2022.
I ntent
The intent of this program is to provide businesses with exposure to new customers through
marketing collaborations (including but not limited to direct mail, social media influencer
campaigns, digital or print media advertising, etc.).
Eligibility Requirements
Applicants must meet the following application criteria:
• The business is located in suburban Kitchener, as identified in Schedule A.
• The business must collaborate with two other suburban Kitchener businesses who also
meet these eligibility requirements.
• The business was required to close or reduce capacity during 2021 or 2022 COVID-19
Provincial restrictions.
• The business provides in-person services at a bricks and mortar location.
• The business has a City of Kitchener business license, if required to have one.
The City of Kitchener reserves the right to deny or refuse any application.
Financial Assistance
A minimum of 3 businesses must participate in a given collaborative marketing effort. Each
collaboration may apply for up to $500 per participating business to cover the costs of a
collaborative marketing effort. The Love My Business Marketing and Program Coordinator may
limit the total funding allocated to a collaborative marketing effort.
All applications shall be submitted electronically or in writing, addressed to the Love My Business
Marketing and Program Coordinator.
All applications for assistance under this program will be considered subject to the availability of
funding in the Love My Business program.
Businesses will be notified of the outcome of their application as soon as possible, but typically
within 2 to 3 weeks of application submission.
Businesses may only apply for one marketing collaboration funding opportunity. This funding is a
one-time opportunity and is not intended to provide financial support on a recurring basis.
6. Advisory Support Programs
In addition to the funding programs listed in section 5, businesses can book a one-on-one
consultation with the Love My Business Marketing and Program Coordinator to assist with
digital content creation. This may include batch producing photos and video content for
social media, creating Instagram Reels, getting started with TikTok, and automating
scheduled content. Consultations will be provided on an as -requested basis, subject to
Page 42 of 65
the availability of City resources. Alternatively, businesses may be directed to the various
programs of the Waterloo Region Small Business Centre.
Schedule A: Love My Business Map
The Love My Business area includes the yellow shaded area. The excluded areas (in
black) are covered by the My Main Street Ambassador program (Lancaster/Victoria St. E,
Downtown Kitchener, King St. East, and Belmont Village).
Note — attached to report in separate PDF file
Page 43 of 65
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Staff Report
Financial Services Department www.kitchener.ca
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: April 4, 2022
SUBMITTED BY:
Ryan Hagey, Director of Financial Planning & Reporting, 519-741-2200
ext. 7353
PREPARED BY:
Ryan Hagey, Director of Financial Planning & Reporting, 519-741-2200
ext. 7353
Andrew Ramsaroop, Social Planning & Affordable Housing Program
Lead, 519-741-220 ext. 7242
WARD(S) INVOLVED:
All Wards
DATE OF REPORT:
March 23, 2022
REPORT NO.: FIN -2022-158
SUBJECT: Affordable Housing Development Charge (DC) Waiver Policy
RECOMMENDATION:
That financial policy FIN -PLA -XXX "Affordable Housing Development Charges Waiver"
be approved (Attachment A to report FIN -2022-158); and
That the terms of reference for the Affordable Housing Reserve be approved (Attachment
B to report FIN -2022-158).
REPORT HIGHLIGHTS:
• The purpose of this report is to approve the Affordable Housing Development Charges
Waiver policy and confirm the terms of reference for the Affordable Housing reserve.
• One-time funding of $2M was set aside during the 2022 budget process for this purpose.
Ongoing funding would need to be identified through a future budget.
• Community engagement related to the Housing for All affordable housing strategy included
multiple stakeholder groups and informed the report recommendations.
• This report supports A Caring Community by creating an Affordable Housing Strategy.
BACKGROUND:
In December 2020, Council endorsed Housing for All as the City's affordable housing strategy.
This award-winning strategy was developed through months of dialogue with a community
working group made up of members of the public, Council, non-profit, industry representatives
and academia. When Council identified Kitchener's first affordable housing strategy, it was very
clear that the strategy should identify what the City of Kitchener can do for affordable housing
and to not take over the roles and responsibilities of other levels of Government.
Through the 2022 budget process Council set aside $2M to be used towards affordable housing,
with the understanding that staff would develop a policy and bring it back for approval in early
2022. This report seeks approval of that policy and the earmarked funds.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 45 of 65
REPORT:
Housing for All Strategy
Housing for All contains 44 actions that advance 7 key priority areas that will help the City of
Kitchener realize the right to housing locally and work towards creating more housing
opportunities across the housing continuum. One of the 44 actions in Housing for All was to
consider the establishment of an Affordable Housing Reserve Fund to support affordable
housing initiatives. This action was advanced through the 2022 budget process.
Through broad and in-depth engagement with the public, non -profits, and the development
industry including those that were a part of the Affordable Housing Strategy Advisory Committee
one of the largest barriers to building more community and supportive housing are the capital
costs associated with the development process in particular for non-profit housing developers
and providers. Providing incentives and fee waivers for community and supportive housing were
identified as one way the City and other levels of government could help advance housing
opportunities locally. Further, providing financial support is one tool in the municipal toolbox to
secure more affordable and supportive housing units locally.
Currently, the City provides an exemption from development application fees and building permit
fees for eligible non-profit rental projects. Non-profit developers and housing providers have
expressed that these fee waivers help remove some of the barriers to development as it allows
them to reallocate these funds to other aspects of the project. The uptake on these fee waivers
is high thus demonstrating their need and effectiveness of the policy. Provincial legislation
around the deferral of DC payments helps spread development costs over a longer period of
time, however these fees must be paid and ultimately direct funds away from capital and
operating expenses. A DC payment waiver/grant was identified by the Advisory Committee and
by the non-profit development community as one way to remove financial barriers to building
more affordable and supportive housing units and to advance the City's housing targets.
The policy recommended by staff takes this engagement and advice into account, utilizes the
financial tools available to a municipality, while ensuring the City remains within its jurisdiction
and legislative requirements. Further, it provides the framework for which the $2M of funds within
the Affordable Housing Reserve will be used to further Kitchener's affordable housing priorities
and ultimately help to develop the much needed affordable and supportive housing units.
Policy
Staff are recommending the City provide a waiver for 100% of the amount of DCs payable to the
City for a non-profit housing development as defined in the Development Charges Act and
associated regulation. Some key highlights of the policy include:
• The waiver covers 100% of the DCs payable to the City as long as there are funds
available in the Affordable Housing reserve fund. When a qualifying development would
normally pay their DCs, funds will instead be transferred from the Affordable Housing
reserve fund to the Development Charges reserve fund.
• The definition of non-profit housing development in the City's policy aligns with the
Provincial definition in the DC Act and associated regulation for easy interpretation.
Page 46 of 65
• The policy is retroactive to January 1, 2020. The Housing for All strategy was under
development throughout the whole year and there were discussions/indications with non-
profit housing developers that any waiver policy would be retroactive to developments
underway throughout the year. If the proposed policy is approved, any qualifying
developments dating back to January 1, 2020 would have their DCs waived or refunded.
Staff believe a DC waiver is a sound solution for affordable housing developments because it
will remove one of the costs for qualifying developments, is easy to administer, and aligns with
one of the 55 recommendations from the Ontario Housing Affordability Task Force. In their
report from February 2022, recommendation #33 is to:
"Waive development charges on all forms of affordable housing guaranteed to be
affordable for 40 years."
The City's proposed policy is consistent with the position being advocated for by the Task Force
and would allow for an easy transition if the Province were to implement the Task Force's
recommendation. Under current Provincial legislation any DC exemption must be funded by the
municipality (i.e. through property taxes) and not by increased DCs. It is staff's understanding
that if the Task Force's recommendation were implemented by the Province, no contribution
from property taxes would be required as it would be a mandatory Provincial legislative waiver,
and not a voluntary local waiver. This means that any funds remaining in the Affordable Housing
reserve if the Province implements a waiver could be used in some other way to support
affordable housing development, or be repurposed based on direction from Council at that time.
In developing a policy, staff scanned the practices and policies of other municipalities. The scan
revealed there is no consensus solution being deployed in Ontario. The other options
considered by staff and why they were not chosen are outlined in the table below.
Partial Waiver (as opposed Still requires qualifying developments to pay DCs to the City.
to a 100% waiver) These payments are made over 20+ years, so it will be difficult
o administer and exposes the City to some risk of non-payment.
t
Grant, section 107 of the Still requires qualifying developments to pay DCs to the City.
Municipal Act These payments are made over 20+ years, so it will be difficult
to administer and exposes the City to some risk of non-payment.
Exemption through DC Reduced ability to adjust the policy as any change to the
Bylaw, section 5 (1).10 of exemption would require passing a new DC bylaw (and going
the Development Charges through a DC study update).
Act _
Community Improvement Requires Council to adopt Official Plan policies and an
Plan (CIP), section 28 of accompanying by-law to designate the CIP area. The Official
the Planning Act Plan policies must specify municipal programs and incentives
and their eligible works, improvements, buildings or facilities.
STRATEGIC PLAN ALIGNMENT:
This report supports A Caring Community by creating an Affordable Housing Strategy.
Page 47 of 65
FINANCIAL IMPLICATIONS:
During the 2022 budget, Council earmarked $2M of one-time seed funding for the Affordable
Housing reserve. At current DC rates, this funding would provide a waiver for 190 to 280
qualifying units (depending on where they are built). Council could further extend the impact of
this policy by approving an ongoing funding contribution to the Affordable Housing reserve
through a future budget process. Any ongoing reserve contribution would be an operating
budget impact that would put upward pressure on the tax rate increase.
The proposed policy includes retroactive application. Staff's recommendation is for January 1,
2020 and reflects discussions with the non-profit housing developers during the development of
the Housing forA/l strategy. Failure to make the policy retroactive would jeopardize the positive
relationships built throughout the strategy development. The table below summarizes the
recommended date and other options considered by staff in the development of the policy.
Jan 1, 2020 Housing For All 3 135 $965,000
strategy underway
Dec 14, 2020 Housing For All 2 87 $517,000
strategy approved
Apr 11, 2022 Affordable Housing DC 0 0 $0
Waiver policy passed y
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
CONSULT — It is estimated that City staff engaged with close to 500 people in developing the
Housing forA/l strategy by methods including:
• Advisory Committee workshops and sub -committee meetings
• Engage Kitchener surveys
• One-on-one stakeholder interviews
• Meetings with community groups
• Kitchener Market
• Social media posts
PREVIOUS REPORTS/AUTHORITIES:
• DSD -20-214 Housing for All — City of Kitchener Housing Strategy
• FIN -2021-62 2022 Final Budget Day
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services.
Justin Readman, General Manager, Development Services
ATTACHMENTS:
Attachment A — Affordable Housing Development Charges Waiver Policy
Attachment B —Affordable Housing Reserve Information Sheet
Page 48 of 65
1
Ki R
POLICY
Policy No: FIN -PLA -XXX
Policy Title:
AFFORDABLE HOUSING
Approval Date: April 11, 2022
DEVELOPMENT CHARGES
WAIVER POLICY
Reviewed Date: April 2022
Next Review Date: April 2027
Policy Type:
COUNCIL
Category:
Finance
Amended: Click here to enter a date.
Sub -Category: Financial Planning
Author:
Ryan Hagey, Director of
Replaces: Click here to enter text.
Financial Planning & Reporting
Repealed: Click here to enter a date.
Dept/Div:
Financial Services Department
Replaced by: Click here to enter text.
/Financial Planning &
Reporting
Related Policies, Procedures and/or Guidelines:
Development Charges Act &Related Regulations
POLICY PURPOSE:
The primary purpose of this policy is to help incent or remove barriers related to
the development of non-profit housing development. The policy does this by
establishing the parameters by which a waiver for development charges (DCs)
would be provided to a qualifying development.
2. DEFINITIONS:
City — City of Kitchener.
DC/DCA — Development Charges/Development Charges Act.
Non -Profit Housing Development — is defined by O. Reg. 454/19, s. 3 (1) and means
development of a building or structure intended for use as residential premises by,
(a) a corporation to which the Not -for -Profit Corporations Act, 2010 applies, that
is in good standing under that Act and whose primary object is to provide
housing;
1 of
3
Page 49 of 65
Policy No: FIN -PLA -XXX
Policy Title: AFFORDABLE HOUSING DEVELOPMENT CHARGES WAIVER
(b) a corporation without share capital to which the Canada Not-for-profit
Corporations Act applies, that is in good standing under that Act and whose
primary object is to provide housing; or
(c) a non-profit housing co-operative that is in good standing under the Co-
operative Corporations Act.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
❑x All
Employees
❑Management
❑Permanent Full -Time Employees
❑Permanent Full -Time Non Union
❑Permanent Full -Time C.U.P.E. 791
❑Temporary
❑Part -Time Non -Union
❑Student
El Permanent Full -Time
Union
❑Continuous Part -Time Employees
❑Part -Time Employees
❑Continuous Part -Time Non -Union
❑Continuous Part -Time
Union
❑Council
E] Local Boards & Advisory Committees
❑Specified Positions Only:
This policy applies to external customers who meet the definition of non-profit housing
development included in this policy. The DC waivers mentioned in this policy do not apply
to for-profit housing development.
4. POLICY CONTENT:
The City's DC waiver policy provides the specifics of the City's policy without
reiterating most aspects of the DCA itself. The City's policy is meant to be
interpreted in accordance and in conjunction with the DCA and the Municipal Act.
1. Policy Application
a) DC waivers will be available to non-profit housing development units that
have not received funds from the City for other site development costs,
whether in-kind or cash (e.g. grants, outstanding loans, donations of
property).
b) The amount of the waiver will be equal to 100% of the City portion of DCs
payable, as long as funds are available in the Affordable Housing reserve
fund.
c) DC waivers will be funded at the point of occupancy which is when the first
instalment of DCs is to be made for non-profit housing developments under
2 of
3
Page 50 of 65
Policy No: FIN -PLA -XXX
Policy Title: AFFORDABLE HOUSING DEVELOPMENT CHARGES WAIVER
current Provincial legislation. This will result in a transfer from the
Affordable Housing reserve fund to the Development Charges reserve fund.
2. Retroactivity
a) Upon approval by Council, this policy shall take effect retroactive to January
1, 2020. Any qualifying developments from this timeframe will have their
DCs waived at occupancy (if they haven't paid) or refunded (if they have
already paid).
5. HISTORY OF POLICY CHANGES
Administrative Updates
Formal Amendments
3 of
3
Page 51 of 65
Reserve Fund Information Sheet
Name of Reserve/Reserve Fund
Affordable Housing
Category
Reserve Fund
Type
Discretionary
Classification
Program Specific
Purpose
Provide funding to support affordable housing development
Funding Source
- One-time contribution when reserve was created.
-Annual contributions approved by Council.
- Interest income
Appropriation of Funds
- Grants to qualifying properties in the amount of City's portion of development charges
Target Level
Minimum:
Closing balance should not drop below zero
Rationale: All reserves should maintain a positive balance.
Maximum:
Closing balance should not exceed $2 million
Rationale: closing balance should not exceed initial seed funding.
Excess:
Excess funding greater than the maximum transfers to the
Tax Capital Reserve Fund
Next Review: 2027
Reporting
-annual report to FCSC
Accountability
Cost Centre 7022015
Divisional Ownership Equity, Anti -Racism & Indigenous Initiatives
Ownership Lead Director of Equity, Anti -Racism & Indigenous Initiatives
Interest Allocation
Yes
Other
Previous Policy New
Previous Title Not applicable
Resolution Date
Amendment Date(s):
Repeal Date:
Proposed start date
End Date (if applicable) Not applicable
Page 52 of 65
Staff Report
Corporate Services Department www.kitchener.ca
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: April 4, 2022
SUBMITTED BY: Amanda Fusco, Director of Legislated Services/City Clerk, 519-741-2200
ext. 7809
PREPARED BY: Amanda Fusco, Director of Legislated Services/City Clerk, 519-741-2200
ext. 7809
Dianna Saunderson, Manager of Council/Committee Services/Deputy
Clerk, 519-741-2200 ext. 7278
WARD(S) INVOLVED: All
DATE OF REPORT: March 15, 2022
REPORT NO.: COR -2022-154
SUBJECT: In -Person and Hybrid Council and Committee Meetings
RECOMMENDATION:
That the Hybrid Meeting Protocols (Attachment A) to report COR -2022-154 be approved
for a one-year pilot;
That staff be directed to report back to Council in 2023 with a review of the Hybrid Meeting
Protocols, as part of the Procedure By-law Review;
That beginning with the Council meeting of May 9, 2022, or as determined by the Mayor
and Chief Administrative Officer, staff be directed to facilitate meetings in a hybrid
manner with in-person and remote Members of Council and the public.
REPORT HIGHLIGHTS:
• The purpose of this report is to outline the development of a draft Hybrid Meeting Protocol
for the City of Kitchener, by examining the principles which make the foundation of effective
council meetings and the experience of Kitchener Council throughout the pandemic.
• As the level of government closest to the people, democracy typically occurs in a physical
space and many members of Council are interested in returning to in-person meetings.
• There are benefits of allowing remote participants to join a hybrid meeting, such as
improving the accessibility of meetings and increasing attendance, particularly as we
transition from strictly electronic meetings to a return to in-person attendance.
• It is recognized that post -pandemic, electronic meeting participation has benefits for
delegates, including consultants retained by the City and can offer flexibility to members of
Council, in specific instances, if they are unable to attend meetings physically.
• In order to support hybrid meetings long-term, additional resources and upgrades to the
audio-visual (AV) infrastructure are required.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 53 of 65
• This report supports the delivery of core services.
BACKGROUND:
Kitchener Council has been meeting remotely through electronic meetings since March 23,
2020, due to the COVID-19 pandemic. On July 21, 2020, the COVID-19 Economic Recovery
Act, 2020 ("Bill 197") received Royal Assent, which allowed for municipalities to continue to meet
electronically with no requirement for a state of emergency.
At its meeting of December 14, 2020, City Council, through report COR -2020-12, approved
amendments to Chapter 25 — the Procedure By-law, to incorporate permitting electronic
participation and meetings outside of a declared emergency. In the report Council approved
recommendations that closed session electronic meeting participation be permitted including
counting towards quorum and being permitted to vote, however voting (for procedural matters
or giving staff direction in caucus) was not captured within the subsequent by-law brought
forward. In order to address this, staff will bring forward a by-law amendment to Council to align
section 4.18 with the recommendation in the 2020 report.
On February 22, 2021, Chapter 25 — Procedure By-law 2021-015 was enacted including section
4.18 to permit a member of Council, a Committee of Council, a Quasi -Judicial Committee, or an
Advisory Committee to participate electronically in a meeting that is open to the public including
voting, to be counted in determining whether a quorum of members is present and participate
electronically in a meeting that is closed to the public.
During the pandemic, Council meetings have been held in a fully electronic fashion, due to the
public health restrictions prohibiting gatherings. While meetings have been held electronically
out of necessity, Council is able to continue to conduct its meetings effectively and the
advantages of allowing electronic participation during Council meetings became clear. Despite
the significant barriers posed by the public health measures, Council meetings continued a
regular schedule with high levels of attendance from Councillors and high levels of public
participation.
REPORT:
In the fall of 2021 with an optimistic outlook on possibly returning to in-person meetings, plexi-
glass was installed in the Council Chamber and members of Council were surveyed on their
interest of returning to meetings in a strictly in-person format, or with the flexibility of a hybrid
meetings, recognizing the flexibility and benefits that the conference meeting technologies had
provided. Through the survey responses three-quarters (75%) of council members expressed
interest in the flexibility to provide for hybrid meetings, with one-quarter (25%) of council
members opposed to the idea, remaining to prefer in-person attendance only. Council members
were unanimous (100%) in desiring electronic participation continue to be offered to delegates.
Given the overwhelming majority of members of Council supported the idea of hybrid meetings
(i.e., meetings with both in-person and electronic participants at the same meeting), Legislated
Services staff viewed other municipal electronic and hybrid configurations and reviewed other
municipalities hybrid meeting procedures.
Page 54 of 65
While it is staff's opinion that in-person meetings provide the most accessible, transparent, and
accountable opportunity for the public to participate in local government, the benefits and
flexibility provided by electronic participation cannot be ignored. Staff have reflected a balanced
approach to hybrid meetings in the protocols to ensure that democracy and the representation
of constituents occurs visibly in a physical space, therefore providing limited exceptions to
members of Council being physically present in the Chamber.
The timing and protocols reflect the most recent loosening of restrictions. Effective March 1,
2022, the Province took additional steps to ease public health including lifting capacity limits in
all remaining indoor public settings and proof of vaccination requirements for all settings.
Masking requirements were then lifted on March 21, 2022, for public spaces — including in
schools, restaurants, gyms, and stores. In alignment with the Provincial direction, the Region of
Waterloo at a Special Council meeting on March 16, 2022, repealed the bylaw requiring face
coverings in indoor public places. The established criteria to end the state of emergency across
the region has been met and the City of Kitchener is expected to terminate its emergency
declaration on March 25, 2022. It is expected that the Province will lift the remaining COVID-
19 regulations by the end of April and Kitchener will follow suit by removing remaining
workplace protective measures by April 27, 2022.
As the City continues to transition out of its COVID-19 pandemic measures, staff recommend
the inclusion of electronic participation for meetings going forward, in addition to traditional in-
person participation. This 'hybrid' approach will allow for the opportunities presented by
electronic participation to be added to the in-person meeting format, addresses the desire of
Council and welcomes the public back into the Council Chamber.
Hybrid Meeting Protocols
Council Members
As reflected in the protocols (Attachment A), in-person remains the preferred attendance for
members of Council. An option to join remotely potentially allows for greater attendance, with
limited exceptions restricted to when travelling on official business, illness or infirmity, parental
or caregiving requirements, and health and safety.
Therefore, members of Council who may not be able to attend meetings for periods of time due
to illness, injury, or recovery from surgery, for example, may be able to attend from home and
not miss extended periods of meetings. Members of Council that take parental leave or return
from parental leave may require flexibility with physical attendance of meetings. Similarly, other
caregiving responsibilities may inhibit in-person attendance and flexibility provides options.
Members of Council suffering from minor illnesses may attend the meeting if they are feeling
well enough but may stay home to avoid spreading an illness to other people. The COVID-19
pandemic has illustrated the importance of preventing the spread of illness by staying home if
not feeling well. Electronic participation also allows for Council Members to join meetings from
outside of Kitchener when travelling on official city business.
If a member of Council in good faith and complying with the exceptions, requires electronic
participation, the protocols require that notice to the Clerk must be given no less than 12 hours
prior to the meeting. It is important to note that Legislated Services staff will not ask for, or record
the exception related to Council member requests to attend electronically.
Page 55 of 65
To reinforce that the best experience for Council, staff and the public is in-person attendance,
the protocols reflect that the technology equipment in the Council Chamber to request to speak,
and record votes shall be used. Therefore, the Chair must be physically present to address
speaking queues and resume the management of the timer. In January 2022 upgrades were
made to the audio-visual equipment in the Council Chamber to allow the clerks station computer
to host and participate in a meeting by importing the council chamber camera (the static camera
at the rear of the room) into the electronic meeting. Testing of hybrid meeting abilities and
processes occurred in February 2022. Members joining electronically will continue to use the
"Raise Hand" function to request to speak and the Chair will determine the speaking queue that
will, to the best of their ability, reflect the order in which members of Council have requested to
speak.
As it functioned pre -pandemic, if no recorded vote has been called, the Chair will facilitate the
vote by members participating in-person and electronically raising their hands, then indicating if
the vote has been "Carried" or "Lost". The vote will be indicated as such in the minutes. In a
hybrid meeting recorded votes will be taken first by those in-person using the voting technology
in Chamber. Once the voting has been closed, the Chair will conduct a roll call of the members
participating remotely to record their vote. Once the roll call has ended the vote will be displayed
and the Chair will state the results of the vote including the roll call and it will be reflected in the
minutes.
City Staff
In order to fully participate in the proceedings related to the presentation and deliberation of staff
reports, and respond to questions, the Chief Administrative Officer (CAO) has stated preference
that staff physically attend meetings. Direction remains with the CAO to receive, consider, and
approve or deny requests from staff to participate in meetings electronically on an exception
basis. If electronic participation is supported, like Council, staff must provide notice to the Clerk
no less than 12 hours prior to the meeting.
Public Participation
Throughout the pandemic, electronic Council meetings have seen continued public participation.
Residents, consultants, developers, and applicants were able to provide comments through
written correspondence, or by joining the meeting live through the conference or by telephone.
Staff provided testing and assistance for residents prior to the meeting to ensure they would be
able to join successfully. Due to these options, public participation remained high during the
pandemic and electronic participation even allowed for delegations to join from outside the
Kitchener area. Hybrid meetings will allow residents to join meetings electronically as
delegations, which provides the same accessibility and flexibility discussed for Council
members. It also allows for residents to join a meeting without the same time commitment as
attending in person. For example, residents who may commute for work outside Kitchener may
be able to provide their delegation from their work location, without the need to take time off work
and travel back to Kitchener.
Providing for electronic participation post -pandemic will accommodate delegations facing
barriers, such as childcare or elder care, transportation. This electronic delegation would be in
addition to in person attendance, as residents are able to attend Council Chamber to provide
their feedback in the traditional way.
Page 56 of 65
Council Chamber Technology
As noted above, Legislated Services staff have worked with vendors to export the Council
Chamber camera (static camera at the rear of the room) and port it to clerks' station so the
camera can join the electronic meeting and in-person members can be seen in the electronic
meeting. This is similar to how the livestream was managed for standing committee pre -
pandemic. Staff recognize that electronic meetings have increased the expectation of visibility,
as members have been displayed in the gallery view format. Staff have begun the necessary
steps to secure a resource to assist with camera manipulation of standing committees to ensure
that speakers in-person are visible in greater ability than the static camera abilities. This would
ensure consistency in the viewing experiences and align it with Council meetings which are
managed and broadcast by Rogers television.
However, while the iterative steps mentioned above are in place to address hybrid meetings in
the short term, there are concerns regarding supporting hybrid meetings long-term given the
serious limitations of the current aging technology.
The current technology in the Council Chamber was installed in 2012 and at times poses
unforeseen difficulties and interruptions during meetings. The current audio technologies (i.e.,
microphone) in Chamber are not capable of being integrated with the visual technologies (i.e.,
cameras/livestream) or the City's new agenda management system, such that the experience
(i.e., requesting to speak, voting, and displaying the vote) is seamless regardless of location.
Additionally, the camera system in the Chamber is manual and requires intervention to ensure
the best possible experience for members attending in person (i.e., panning to the speaker). The
encoder required to integrate the cameras to the livestream has been installed however there
are currently no resources to support it within Legislated Services.
It is important to note that a majority of municipalities in the area have performed technical
upgrades to their Chamber technology systems ranging from $15,000 to $500,000. A significant
investment is required to upgrade the Council Chamber AV system in the coming years.
Staff will undertake further analysis of these technical requirements and report back with
recommendations through a future budget process.
Staffing Resources
The Legislated Services division within the Corporate Services department supported the
entirety of the electronic meetings, most often requiring two support staff to execute them. This
is an increase in service as in-person pre -pandemic only one staff member typically attended,
outside of Council. At times Technology Innovation & Services (TIS) staff have been required to
provide technical assistance. In a hybrid meeting format staffing to support meetings may need
to be enhanced, depending on the number of electronic participants, as in essence they involve
two meeting; advice, assistance and trouble -shooting for both in-person and those participating
remotely.
Staff continue to review whether the current complement to facilitate meetings needs to be
expanded indefinitely.
Page 57 of 65
Advisory Committees, Boards and Task Forces
At this time the Hybrid Meeting Protocols will only apply to the Standing Committee and Council
meeting structure. The City's advisory committees, boards and task forces will continue to meet
electronically. Many of the advisory committees, boards and task forces supported outside of
Legislated Services use various meeting rooms in City Hall, not Council Chamber. Unfortunately,
due to technology shortages and shipping delays not all of the rooms in City Hall have been
converted for hybrid use. Additionally, as volunteers, they are not provided with City issued
devices and would therefore be asked to bring personal devices to City Hall for meetings. While
a few have expressed interest to return to in-person, there has not been an overwhelming
majority to do so, and it is staff's opinion that a cautious and measured approach be taken. Staff
will continue to monitor abilities for advisory committees, boards and task forces to return to in-
person meetings.
Review by new term of Council with Procedure By-law Review
Staff recommend that the draft Hybrid Meeting Protocols be employed as a pilot, with a
scheduled review at the beginning of the term of the 2022-2026 Council. As hybrid meetings
potentially change the dynamic of meetings, it is most effective to examine their effect on the
Procedure By-law as a whole. The pilot would allow for flexibility to fully test and understand the
technology and continue to assess longer-term resource requirements, related to meeting
management, AV needs, delegation management and room capacity management. Further, it
will allow staff to draw on the best practices developed in waterloo region and other Ontario
municipalities following the return to hybrid and in-person meetings.
Hybrid Meetings and Return to Council Chambers
As noted above, on March 21, 2022, the Province lifted the public health measures regarding
mask requirements for indoor settings. It is expected that the Province will lift the remaining
COVID-19 regulations by the end of April and Kitchener will follow suit by removing remaining
workplace protective measures by April 27, 2022. Any meetings held prior to April 27, 2022
would require the use of plexi -glass between desks and masking requirements in order to
address physical distancing within the workplace. While there could be earlier opportunities to
test hybrid meetings, in light of the April 27 restriction removal date staff have suggested the
May 9, 2022, Council meeting be the first hybrid meeting to be facilitated with in-person
participation.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
Capital Budget — The recommendation has no impact on the Capital Budget.
Operating Budget — The recommendation has no impact on the Operating Budget.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
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CONSULT — The draft hybrid meeting protocols were provided to corporate leadership,
corporate services management, and committee chairs in advance of the report to provide
feedback and comments. Staff canvassed the Chairs of Legislated Services facilitated
committees regarding their interest in hybrid meetings. Similarly, the Committee Administrators
across the City supporting meetings for advisory committees, boards, and task forces have been
canvassed.
COLLABORATE — Legislated Services staff collaborated with Corporate Communications on
key messages arising from the protocols and counterparts in clerks' offices across waterloo
region, particularly the Region of Waterloo, to ensure equity of experience in consideration of
the criteria to be established.
PREVIOUS REPORTS/AUTHORITIES:
(Mandatory — This section should cite any previous reports, meeting dates, or other
governing authorities (by-laws, policies) when approvals/authority was given. If you have
no information to include in this section, include the default wording below.)
By-law 2021-015 — Being a by-law with respect to Procedure, known as the "Procedural By-law"
COR -2020-12 — Proposed Amendments to City of Kitchener Municipal Code Chapter 25
Procedure)
COR -20-006— Amendment to Procedural By-law Regarding Electronic Meeting Participation
APPROVED BY: Victoria Raab, General Manager, Corporate Services
ATTACHMENTS:
Attachment A — Draft Hybrid Meeting Protocols
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Attachment A to COR -2022-154
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Hybrid Meeting Protocols
These protocols apply to all Council and its Standing Committee meetings, both open and
closed sessions, where an element of in-person and electronic participation is present which
creates a hybrid meeting format.
The City's Municipal Code Chapter 25 - Procedure (Procedure By -Law), as amended, applies
to all meetings, including hybrid meetings, and must be followed. These Protocols are intended
to provide a general guide for hybrid meetings and work in conjunction with the Procedure By -
Law.
Hybrid Meeting Principles
Principles have been developed to support effective hybrid meetings and the transition from
fully electronic meetings to hybrid meetings with participants who join remotely and in-person.
Hybrid meetings will be set up to ensure that participants are treated equitably regardless
of which method they use to join. The audiovisual technology will be used to help the in-
person and remote options provide as similar an experience as possible for both the
participants and members of the public.
2. Members participating virtually will count towards quorum of members, will be able to vote,
and will be permitted to participate in any portion of a meeting which is closed to the public
including voting.
3. The Clerk, based on available resources and advice of the Director of Technology
Innovations & Services (TIS), will determine the Conference System method and
technology to be used for a hybrid meeting.
4. As the City transitions through the COVID-19 pandemic period and restrictions lessen, the
hybrid meeting approach will remain adaptable to allow for the most flexible response if
public health guidelines should become more restrictive again.
5. Hybrid meetings represent a new approach to municipal Council meetings. While they
increase the accessibility and flexibility of people participating, they are more complex in
terms of technology and ensuring an equitable experience. In addition, as a new approach,
there may need to be changes made quickly to address transparency, responsiveness, and
emerging technologies.
Definitions:
"Clerk" means the City Clerk and/or designate.
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"Conference System" means the system chosen by the Clerk for the purposes of joining
meeting participants via electronic means.
"Delegate" means a person or persons attending to address Council or its Committees and
including presenters and consultants retained by the City.
"Electronic meeting" means a meeting called and held in full electronic means, including but
not limited to audio teleconference, video conference.
"Electronic participation/participants" means attendance not in person.
"Host Computer" means the staff person and computer that has the scheduled start, stop of
the meeting, and can share presentation and other materials as needed.
"Hybrid" means a type of meeting that includes in-person meeting operation and electronic or
virtual attendance.
"Livestream" means the web stream the meeting as it occurs live.
"Procedure By-law" means the Municipal Code — Chapter 25 — Procedure.
Protocols:
1. Prior to the Meeting:
1.1 Council Members
1.1.1 In-person participation will be the default for Members of Council to allow for
physical convening and dialogue. Limited exceptions to in-person participation
will be permitted including:
• travelling for official city business,
• illness or infirmity,
• parental and caregiving requirement,
• health and safety.
1.1.2 Members of Council will act in good faith and compliance with the exceptions
provided in 1.1.1, and if requiring electronic participation will notify the Clerk, no
less than 12 hours prior to the meeting, to advise they are participating
electronically.
1.1.3 Legislated Services staff will not ask for, or record, the exception related to
Council member requests to participate electronically.
1.1.4 The Chair of the meeting, unless for emergency or extenuating circumstance, will
participate physically from the meeting space, supported by the Clerk.
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1.1.5 Each electronic participant in the hybrid meeting, where possible, will ensure
nothing prohibits their participation and will join the meeting 15 minutes prior to
the start of the meeting to ensure connectivity.
1.1.6 The Clerk, or designate, will forward a conference invitation to Members of
Council joining electronically prior to the meeting.
1.2 City Staff
1.2.1 In-person participation will be the default for City Staff to enable staff to address
and respond to dialogue of Council.
1.2.2 Requests by staff to participate in a meeting electronically will be addressed to
the Chief Administrative Officer for approval.
1.2.3 If approved by the Chief Administrative Officer, staff requests to participate
electronically in meetings will be provided to Legislated Services no less than 12
hours prior the meeting in order to facilitate participation.
1.3 Delegations (including Presenters and Consultants retained by the City)
1.3.1 Delegation registration with the Clerk or designate will be facilitated through the
online delegation registration form or through delegation(a)-kitchener.ca is
required.
1.3.2 Registration deadlines for both in-person and electronic participation will be
noted on the agenda.
1.3.3 In person delegations will be permitted to register all the way up until the start of
the meeting.
1.3.4 Electronic delegations, to ensure they have all the necessary meeting details for
participation, will be requested to register 2 hours prior to the start of the meeting.
Electronic delegates will be sent an invitation to join the electronic meeting by
clicking the Join Meeting Now link or dialing the telephone number listed in the
invitation.
1.4 While registration deadlines have been provided for all participant groups, where
possible, staff will continue to facilitate emergency requests for electronic
participation.
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1.5 Meeting participation by telephone conferencing is not a preferred method of
attendance and should only be relied upon as a last resort after exploring
alternatives with staff.
1.6 Legislated Services staff will provide meeting notes to the Chair to help facilitate the
meeting, including where possible, staff in attendance, delegations and provide
direction related to presentations.
2. Participants during the Meeting
2.1. Council Members participating electronically will be noted in the minutes as
"present via electronic means".
2.2. All microphones will remain muted for the duration of the meeting except for
the individual speaking.
2.3. The Chair will introduce each agenda item and, upon request, allow for Staff,
Delegates, or other participants to address Council or Committee where appropriate
to do so.
2.4 Presentations will be displayed and controlled by the Host Computer to mitigate risk
to the City of a participant inadvertently sharing personal information that constitutes
a privacy breach.
2.5 Staff, Delegations, and others participating electronically will keep their cameras /
videos off except when acknowledged by the Chair.
2.6 Electronic participants are to be mindful that their video will be visible to the public
and should review their background, lighting, camera angles and location with this in
mind.
2.7 Where Council Members participating electronically have connection or service
interruptions, the Chair may recess the meeting for up to 15 minutes. After 15
minutes of no connection with the member, the meeting will resume.
2.8 Should Delegates participating electronically experience technical disruption,
attempts will be made to facilitate an alternative electronic participation method.
Where the attempts are unsuccessful, the meeting will continue in absence of the
Delegate.
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3. Speaking Rights of Members
3.1 The Chair will determine the speaking queue that will, to the best of their ability,
reflect the order in which members of Council have requested to speak.
3.2 Members participating electronically wishing to speak will utilize the speaking
request (i.e., Raise Hand) function within the electronic meeting Conference System.
Members participating in-person will use the Council Chamber request to speak
(RTS) system.
3.3 The clock in the Council Chamber will be the mechanism to assist in timing speaking
times and will be logged into the electronic meeting so it is visible to all electronic
participants and the livestream.
4. Voting
4.1 If no recorded vote has been called, the Chair will facilitate the vote by members
participating in-person and electronically raising their hands, then indicating if the
vote has been "Carried", or "Lost". The vote will be indicated as such in the minutes.
4.2 If a recorded vote has been called, votes will be taken first by those in-person using
the voting technology in Chamber. Once the voting has been closed, the Chair will
conduct a roll call of the members participating remotely to record their vote. Once
the roll call has ended the vote will be displayed and the Chair will state the results
of the vote including the roll call and it will be reflected in the minutes.
4.3 For Members not participating in-person or video conference, the Chair will establish
the means by which members cast their vote.
5. Accessibility
5.1. The electronic agenda will be posted on the website in accordance with the
Procedure By-law.
5.2. Livestreaming will continue and archived videos of meetings will continue to
be available on the website. Note, livestreaming has a delay of approximately
45 seconds.
5.3. Legislated Services staff will monitor the livestream throughout the meeting to
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ensure that is functioning.
5.4. In the event that there is a service disruption with the livestream the Chair will
be notified and the meeting will be paused.
5.5. Legislated Services staff will undertake troubleshooting to ensure the
livestreaming can be resumed.
6. Conclusion of the Meeting
6.1. At the conclusion of the meeting, the host computer will end the meeting
and all participants will be disconnected automatically.
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